Skip to main content

Get 50% OFF QuickBooks for 3 months*

Buy now
Switch to QuickBooks and 70% off for 3 Months
Talk to Sales: 877-683-3280
Hours
Mon - Fri, 5am - 6pm PST
Sat - Sun, 7am - 4pm PST
Product support & help
Need help signing in?
M
Melissa146
October 18, 2023
Question

adding a read only user

  • October 18, 2023
  • 2 replies
  • 10 views

I sent a link for someone to have read only access and they received the invite but when they try and open nothing is there.

2 replies

AlcaeusF
AlcaeusF
Level 14
October 18, 2023

Hi Melissa,

 

Welcome to the Community. I'm here to share some information about the user access rights in QuickBooks Online.

 

When granting Standard no access or Read-only access, the data they can view will depend on the permission you've set on your settings (see screenshot below). I recommend reviewing the user's permissions and access to determine what data they can view on your account.

 

Here's how:

 

  1. Click the Gear icon in the upper-right corner.
  2. Select Manage users below Your Company.
  3. Find the user.
  4. Press Edit.
  5. Review the user's access.

 

User roles are either billable or non-billable. Billable users count toward your user limit, while non-billable users don’t. For more information, I've attached a link you visit for additional reference about user limits for your subscription: User roles and access rights in QuickBooks Online.

 

Drop me a comment below if you have any other questions about managing user permissions. We'll be happy to help you some more. Take care always.

D
dbf22
January 25, 2024

in QB online essentials is there a read-only or view-only acess that allows the user to see everything but just not allow them to make entries or changes?

    A
    abp2
    March 17, 2025

    There haven't been any updates to this discussion in a year and I'm wondering if any progress has been made. I have admins that need to see information in sales and expenses. Right now they have to call me to find out if vendor checks have been mailed or if customer payments have been received. If they could see the information, it would much more efficient.  

    T
    TrixieDQuickBooks Team
    QuickBooks Team
    March 17, 2025

    We appreciate your effort in revisiting this thread to gather more information about managing users in QuickBooks Online (QBO), abp2.

    Currently, the closest role you can assign to your users that allows them to view sales and expense information is the Standard limited customers and vendors role. Let me walk you through a seamless process.

    Before anything else, make sure to log in as the Primary Admin before adding users. Here's how:

    1. Log in to your QuickBooks Online account
    2. Go to the Gear icon and click Manage users.
    3. Select Users, then hit the Add user button.
    4. Fill in the necessary information.
    5. Select Role and then choose Standard limited customers and vendors.
    6. Click Send invite.

    Once done, you can then inform your staff to accept the invitation they receive via email.

    For more information, you can check out this article: User roles and access rights in QuickBooks Online and Intuit Enterprise Suite.

    On the other hand, if you're using QBO Advanced, you can also consider adding a custom role to provide more customized roles and permissions: Add and manage custom roles in QuickBooks Online Advanced and Intuit Enterprise Suite.

    Moreover, you may also want to visit this resource to learn how to transfer the admin role to another user in QuickBooks: Change the primary admin user in QuickBooks Online.

    You can always get back to this thread if you still have further concerns or require additional assistance in managing user roles in QuickBooks. The Community is always open to lend a hand. Have a good one.

    Need QuickBooks guidance?
    Log in to access expert advice and community support instantly.
    Terms & ConditionsAccessibility statement